Before you begin planning out logistics, think about the event as a whole – what is the goal of the event related to your club’s mandate? Does this goal align with the values of your organisation? With the goals and action plans you have set for the year? Then, think of some specific objectives: what is the expected outcome of this event? An increased sensibilisation toward an important issue? An rise in membership?
If you are not sure how to answer your question as of just yet, we recommend taking a look at the page on Running a Club, where you can find out more about setting up a Strategic Action Plan!
This year, we are pleased to present you the new Inclusion Lens, a tool developed by York University to help engage people from all walks of life in events : http://inclusionlens.yorku.ca/
Although currently only available in English, the following sections will go through some logistics and general planning questions, keeping inclusivity in mind as a general goal for all aspects of university and co-curricular life.
Most space bookings are done through YU Connect, a central database where you can also renew and register your club. It is also the main platform to access all sorts of request forms, such as:
- On-campus Event Space Application
- On Campus Meeting Space Application
- Tabling application
- Request For Bake Sale On Campus
- Request for Bank Letter
- Funding Application Form
Visit the “Forms” page to find out more.
The general rule for space reservations is that the GCSU reserves the Breezeway and Richard’s room, while Lunik is responsible for its own space and the Office of Student Affais for all other on-campus space.
When you submit a request depends on the kind of event you have in mind. If you’re submitting a Meeting Space Application, you can submit it as soon as seven business days in advance. However, if you are looking to reserves space and logistics for a larger-scale event, such as a conference or a banquet, we suggest that you submit your request at least a month in advance.
Some things to keep in mind:
- Not all on-campus spaces are accessible, most notably Lunik, which does not have an elevator. Only York Hall currently has a functioning elevator.
- Before submitting a request, please confirm all accessibility and accommodation needs of attendees. We recommend confirming the question before submitting a room reservation.
As you plan your event, you may be thinking of reserving audiovisual media, extra furniture, catering, etc. Here’s what you need to know about these services.
In the Event Space Application form, you will find a separate section on audiovisual media. As you fill out the request, you will be able to choose the specific technology you will need. When the Office of Student Affairs receives the request, we order the equipment for you and send a price estimate. From there, you must accept the estimate so that we can put the request through. If you do not accept, ITS Services will not be able to provide the requested technology. You will receive a bill after the event.
Some things to keep in mind :
- There are rooms with open-access technology – a computer and a project – that you don’t have to pay extra for. These include YH A220, A222, 045, 227, 245, 247, 349, and C202, as well as all of the B-wing classrooms.
- All other rooms require an access code
- However, even if you reserve a room that does not have built-in technology, it will still be free to use if the event falls within the working hours of the ITS Help Desk. Otherwise, you will have to pay for a technician to come and turn the system on and off.
- You will have to pay for all technology not included in a room: loudspeakers, microphones, etc.
- If you have a Powerpoint or any other kind of slide presentation, please ensure that the title font is no smaller than 28 and 18 for body text.
As is the case for ITS, Facilities services are free during hours of operation (7:00 AM – 2:00 PM, Monday-Friday). We recommend that your reservation fall within these hours and extend into the next morning to avoid after-hour setup and teardown costs. Don’t forget to include a map or drawing of your room plan (with a legend, if possible) in the request that you send to Student Affairs.
Before sending your room request, please confirm :
- The approximate number of participants
- The building
- The room plan
- Any accessibility need related to room setup
As is the case for room requests, it is helpful to get a good idea of attendee’s accessibility and accommodation needs before submitting a request.
Some things to consider:
- How many chairs will we need on the floor?
- Will we need extra chairs? Where will we keep them?
- How many tables to serve food? To serve as stations?
- How will we arrange the room to assure ease of mobility and establish a visual focus?
Catering, like any aspect of logistic planning, requires an understanding of audience needs. Are there any dietary restrictions to consider? Any allergies?
If you would like to place an order for internal catering, you have two choices: you can go with Aramark, the university caterer, or you can hire a caterer from York Lanes. For more information, visit https://www.york-lanes.ca/catering . If you would like to order catering through Aramark, you can contact Sheryl Sanchez at email@example.com . Visit the Aramark website for a list of available options : https://glendon.catertrax.com/.
Internal catering requests must be placed at least two weeks prior to the event. External catering is a bit different. On the one hand, there are certainly benefits, such as flexible pricing and a greater variety of dishes that can better accommodate dietary restrictions. Please note though, that all external caterers must be approved by the Office of Student Affairs. To help facilitate this process, we would ask you to provide the following:
- Caterer’s Dine Safe Green Pass
- Certificate of Insurance (using the YorkU template)
- Request for Use of a Non-York Caterer
- Food Handler’s Certificate
- Caterer contact information
When the food is served, please also consider:
- Serving dishes with sensitive ingredients (potential allergens, animal byproducts) separately from others
- Labelling dishes with simple, visible, and bilingual identifiers
Club promotion can take many forms. These include social media, postering, and the student newsletter.
Social media is a great way to make a club’s presence known, not only at Glendon, but also in the wider community. There are many channels available and a variety of options when it comes to presentation. Here are some of our favourites:
The internet is a big place, and while it is important to have fun and be creative, it is just as important to remember your values and to treat content with as much dignity and respect as you would university promotion.
Some things to keep in mind when distributing promotional material:
- Does your event advertisement include diverse people representation?
- Do you know the origins and meanings of the symbols you are using?
- Is your language use inclusive and bilingual?
- Does your event advertisement include key information that enables people to decide whether to attend?
These are also some good points to keep in mind when distributing flyers and posters on campus. Before you post, though, please bear in mind:
- All posters must be bilingual (one version with both official languages or one version per language) and approved by the GSCU i.e. carry an official GCSU stamp. If choosing to distribute separate posters per language, please ensure that there is an equal number of English and French posters.
- Posters are put up no earlier than two weeks prior to an event.
- All clubs must remove their posters no later than 48 hours after the event being advertised.
- No posters are to be put in the COE building, on windows, brick walls, washrooms, dining hall, or in a stairwell: these will be removed even if they have a stamp.
- It is unadvisable to put posters on the Breezeway walls as this will damage them.
Weekly Student Newsletter
The Office of Student Affairs accepts submissions to the weekly newsletter each week up until Thursday at 5 PM. Here are the details:
Send a bilingual message (75 words maximum) to firstname.lastname@example.org
Include the date, time, location of your event and link to further info.
With that in mind, we would also like to encourage you to spread the word about your club; there’s no faster way for information to travel than by word-of-mouth!
If you have any questions, feel free to write or come see us in YH C110!
You’ve received your event permit from the Office of Student Affairs, and everything looks great. You’ve got your room, your technology, facilities, and catering request filled out and confirmed, and everything adds up on your budget – all done, right?
Not quite. There’s still the matter of ensuring that the event runs smoothly as it goes along. To help you to balance involvement and good hosting, as well as reduce stress, here are some of our suggestions for event implementation:
- Check with your service providers the day before or the day of to make sure things are good to go.
- Apart from confirming its preparation, be sure to check for accessibility, dietary accommodations, and any other request you received in advance.
- Ensure that there is some way to reach out to participants and/or to distribute an event evaluation sheet the day of or shortly thereafter. See the next section on “Review” for more details.
Practice makes perfect, and the same goes for anything. We recommend that students reach out to their audience and collaborators (team and service providers) and evaluate their events to help them to develop and to continue growing and expanding their influence and their role on campus.
When reviewing your event, here are some things you may consider:
- Ensure that the evaluation method, paper or online, is bilingual.
- Ask participants, staff, and volunteers about their ability to understand everyone on your agenda. It may be that the areas of improvement don’t fall under execution, but rather planning. It is therefore important to ask your fellow executive and non-executive club members for their opinions.
- Ask participants about the quality of accommodation.
- Ask a few open-ended questions. While scalar and multiple choice questions are important to quantify an experience, open-ended questions can help evaluators better express themselves and open the hosts’ eyes to an area of development they may not have considered.
- Follow up with the emcees, facilitators, speakers/presenters, and performers